Purchasing Policy and Procedure
Authority for Procurement
Purchasing Services is the central authority for the procurement
of goods and services required by any University department
or agency. All procurements must be made in accordance with
the Board of Regents' Procurement Code and Purchasing Services'
AUTHORITY FOR COMMITTING UNIVERSITY FUNDS
No individual other than the Director of Procurement has
the authority to place an order directly with a vendor, to
enter into a contract or lease, or to obligate the University
in any way unless:
1. The University President specifically authorizes an
individual to do so in writing.
2. The Director of Procurement delegates purchasing authority
to specific individuals for a specific term or purpose.
COMMITTING UNIVERSITY FUNDS
The commitment of University funds is authorized only by
issuing a purchase order or signing an approved contract.
Procurements or other commitments made by unauthorized personnel
are not legal and binding upon the University and may result
in a personal obligation for the individual making the procurement
The Director of Procurement may make an exception and issue
a confirming purchase order when an employee has made an unauthorized
procurement. To obligate the University to pay for an unauthorized
procurement, the Director of Procurement may require a written
explanation by the individual making the commitment and written
approval from the appropriate provost/vice president. This
explanation and the provost/vice president's approval will
be included in the contract file for audit purposes.
AUTHORITY FOR FUNDING PROCUREMENTS FROM DEPARTMENTAL BUDGETS
To authorize Purchasing Services to procure goods or services
with funds from departmental budgets, an approved requisition
(RX) must be issued. This certifies that:
1. Sufficient funds are available in the account.
2. The procurements are a legitimate expenditure against
3. The necessary internal approvals required by the appropriate
department chair, dean or vice president/provost have been
METHOD OF ENCUMBERING FUNDS
To encumber funds a purchase order (PC or PD) must be issued.
THE FOLLOWING HAVE DELEGATED PURCHASING AUTHORITY:
|Purchasing Services Buyers
||Purchase orders not exceeding $50,000
||Purchase orders not exceeding $100,000
|Surplus Property Coordinator
||No limit on purchases of state or federal surplus property
per University requirements.
Departmental purchase orders not exceeding $5000 /
Purchasing card orders not exceeding $5000
||Purchase orders for bookstore inventory and non-stock
items for resale.
||Purchase orders for books, media supplies, periodicals.